Quick Guide To Agresso Web Reporting

Quick Guide To

Agresso

Web

Reporting

27/07/2012

Updated July 2012 1

Agresso Web Reporting

To get to the reports –

Click on the reports tab

The folder –Global reports

appear – Click on Global

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Updated July 2012 2

Within your faculty folder there a number of subfolders that contain the different types of reports.

These subfolders are:

Funding Split - The reports contained in this folder show the income, remuneration and expenditure

for the different categories of projects.

Misc - This contains reports which are set-up for you specifically and any other report that does

not fit with-in the rest of the named folders

Purchasing – These reports are for checking your Requisitions & Purchase orders

Remuneration - The Remuneration reports show detailed salary information. You will only see the

information if you have payroll access

Transactional Reports - The reports contained in the Transactional Reports folder show the generic

suite of reports.

The folders which you have access

to will appear – by clicking on –

more folders will appear

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Updated July 2012 3

The main reports that you will use are the transactional reports.

Click on the subfolder title and all the related reports will be listed in the Reports column.

The Transactional Reports include:

1.0 Management Report with Planner - this shows Budget and Commitment Figures and will give a

drill-down into limited information on transactions and orders.

1.1 Mgt Report with Planner No Remuneration – this report shows the same information as the 1.0

Management Report but excludes salary costs.

2.0 GL Transactions - This shows the detail of the transaction eg Supplier.

2.1 GL Recharges - Specifically shows transactions which have been cross-charged from other

departments.

3.0 Purchase Order Detail - This shows the detail of the purchase order.

4.0 Travel Report with Trip Number - Details the total cost of Travel for each trip that has taken

place.

To open the report you require click on the report name.

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The Mgt Report screen comes up –where you see on screens you can create a

short-cut on your home page.

To add a short cut to this screen on the Home page – just click on Add to shortcuts – message will

appear

On your home page you now will have the shortcut

Also Clicking on Report Description

A short description of the report will appear

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The report opens at the parameters window – all reports have parameters – not always the same – or

in the same order.

By clicking on SEARCH without entering any parameters you will see the full results for the Cost

Centre and Projects which you have access to – DO NOT DO as if you have access to numerous Costc

and projects it will take a while to run.

It is more practical to put in the Project Number eg D420,D301,N230 or E1234, E046 N4202

Make sure you put the correct

information into the specify parameters –

If you put

D301-00 folder code into project like or

D301 project into folder like you won’t

get any results.

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Where period is a parameter – it will be defaulted to the opening balance period and the current

period - if you only want to view only information for 201211 you must put it in both the to and the

from parameter.

Click on Search to run report

As the report is defaulted to

Project Level – the report will

open at that level.

NB You can change the level by

clicking on the arrow to see the

options – It is not advisable to use

the All Levels on the 1.0 ,1.1 Mgt

Reports but can be handy on the

2.0 GL Transaction Report.

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The report shows your Actual Income and Expenditure –

Amount - as at the date report was run – depending on whither you have changed any parameters

Committed purchase – purchase orders not as yet invoiced

Total spend to Date = Amount + Committed Purchase Main Peg Budget - Your original budget

Virements – any changes to your original budget Total Budget = Main Peg Budget+Virement

Variance = Total spend to Date - Total Budget

NB Your figures will depend on the period parameters – if you run 201200 to 201206 – Aug to

Jan – your budget will only be up to 201206

By Click on the plus to open up your report

This now opens up to show the folder totals – a folder will only appear if there have been transactions

posted to it.

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Continue to use the Plus to see the totals for each account code sorted by Management Report

Heading for each folder within the project.

The Plus /Minus are toggles + plus will open up the section and - minus will close it

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When the account codes can be seen you cannot expand any further as this is the bottom level of the

report.

These amounts are totals for each account per period.

To see the individual amounts that form the total you need to drill into the transactions to bring up

the Zoom screen.

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Do this by clicking on the amount and the following Zoom screen will appear – giving the list of the

transactions that add up to £204.49

NB if the text ends in ...

If you hover over the text the full details can be read

The above may give enough detail to ascertain what the expenditure is for. If it does not then you

need to go to the 2.0 GL Transactions report.

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The information held on the Zoom Screen can be used to enter parameters for the 2.0 GL Transaction

Report.

Using the parameter TransNo 25003812 the results will show the details of that single transaction.

Using All levels

There are various options to consider for the

parameters.

It depends what you want to find.

1. All transactions for the projects you have

access too

2. All transactions for a specific folder.

3. Specific account

4. Specific Transaction Number

5. Ap/Ar Id (Supplier or Customer Number)

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thus expanding to show the supplier/ Customer Purchase order number

On the 1.0 Management Report the Committed Purchase ( Purchase orders raised but no invoices- part

or full posted against the order) can also be broken down by going into the Zoom Screen. To do this

click on the amount in the Committed column.

The following zoom screen will appear.

This shows the order number , the supplier id – if you click on the Supplier number a zoom screen will

appear which will show the Supplier name - it also shows if there have been any goods delivered or

invoiced.

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Invoices will also update the IvoicedNo column

The zoom screen may give enough detail to ascertain what the expenditure is for but if it does not

then you need to go to the 3.0 Purchase Order Detail report.

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The Requested by shows who has requested the order through the requisition process

The Unit Description is used to show who has requested the order through the requisition process.

Choose Columns

On all the reports there is the option to remove columns that appear on the screen

There are various options to consider

for the parameters.

1. It depends what you want to find.

2. Only details of a specific order

3. All orders you have from a specific

supplier.

4. Specific Folder.

5. All orders that values are greater

than or equal to a certain amount.

Entering the Order Number as the

parameter will give you the details of that

purchase order including Supplier

information and the quantity ordered and

delivered.

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By Clicking on the Choose columns a list of all the column headings will appear

Unchecking the ticked box will remove that column from the report.

This design will be your own personal view as it is linked to your user name. It will default to this cut-

down view when you next log in.

To get any column back simply click on the box to enter a tick.

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Copying data to Excel Click on the Copy to Clipboard button

Open Excel and paste the information onto the worksheet. To paste either select Edit > Paste from

the toolbar menu or press Ctrl + V.

The information will be pasted into Excel showing the subtotals and totals as shown in Agresso

Just delete the lines and columns you don’t need and re-format the cells as necessary

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Printing straight from the Web

To print the report Print Button on tool bar go to Print Preview.

What you have to watch is:

1. The Layout as Agresso is defaulted to portrait. You can change the layout to landscape using page

setup or you can restrict the number of columns printed by taking them off through the Choose

columns

2. The length of the report for going on to two pages – probably better doing projects one by one

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Transaction Types

TS Description Division of Finance

AA Accommodation 1st Rent Payment Sales Ledger

AM Accommodation Manual Invoice Sales Ledger

AV Accommodation Invoices Sales Ledger

BC BACS Payments Sales Ledger/Purchase Ledger

CB Cashbook Income Cashroom

CC All Customer Income Sales Ledger/Cashroom

CH Cheque Accounts Payable

CP Purchase Cards Accounts Payable

CV Commercial Invoice/Credits Sales Ledger

DW Discounts/ Write offs Sales Ledger

DX Returned Cheques & DDs Sales Ledger

GD Goods Delivered Procurement

GJ General Ledger Journal Mgt Accounts

II Fretwell Invoices (Catering Only) Accounts Payable

JR Journal Registration Mgt Accounts

PC Credit Note Purchase Ledger Accounts Payable

PD DD Bankdrafts Payments Accounts Payable

PI Purchase Ledger Invoices/Credit Notes Accounts Payable

PM Invoices Matched to a Purchase Order Accounts Payable

PP Purchase Invoices From PECOS Accounts Payable

PO Purchase Order Procurement

PR Supplier Manual Invoices Accounts Payable

PU Invoices matched to PO Accounts Payable

PX Cancelled Cheques & BACS (PL) Accounts Payable

RC Recurring Card Payment Sales Ledger

RF Tuition & Accommodation Refunds Sales Ledger

TM Tuition Manual Invoice/Credits Sales Ledger

TV Tuition Invoices/Credits Sales Ledger

WG Payroll Import Journal Agresso Support

WP Web Payments Agresso Support

XE Update PCB INVOICES Project Accounting

YE Year End Processing Agresso Support

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PO status

T = Order is complete

O = Order is still open – still has invoices to be matched or deliveries are outstanding

Financial Year

The financial year is denoted by the year in which it finishes.

The current financial year runs from 01 Aug 2012 to 31st July 2013 so this financial year is 2013.

Financial Periods

August is 01

September is 02

October is 03

Through to

July is 12

These are combined to give the accounting period

201301 = August 2012

201302 = September 2012

201312 = July 2013

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Documents

Quick Guide To Agresso Web Reporting